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Lead Statuses

Lead statuses in SendSquared define the stages that leads move through in your sales pipeline. They control the workflow of each lead and create the kanban board columns in your visual pipeline view. This guide explains how to set up and manage lead statuses effectively.

Understanding Lead Statuses​

Lead statuses represent the current state of a lead in your sales process. They allow you to:

  • Track the progression of leads through your sales funnel
  • Visualize your pipeline with kanban boards
  • Create stage-appropriate tasks and follow-ups
  • Generate reports on pipeline health and conversion rates

Lead statuses are specific to lead types, allowing you to create different workflows for different kinds of opportunities.

Accessing Lead Status Settings​

To manage your lead statuses:

  1. Click on the profile icon in the upper right corner
  2. Select Global Settings from the dropdown menu
  3. Navigate to Lead Settings
  4. Select the Lead Statuses tab

Creating a New Lead Status​

To add a new lead status:

  1. Click the Add Status button

  2. Fill out the following fields:

    • Name: A descriptive name for the status (e.g., "Initial Contact")
    • Description: (Optional) Provide context for when this status should be used
    • Color: Choose a color for visual identification in the pipeline
    • Associated Lead Types: Select which lead types can use this status
    • Status Category: Choose from:
      • Open: Lead is active and in progress
      • Won: Lead has successfully converted
      • Lost: Lead has been lost or abandoned
    • Order: Set the position of this status in the pipeline sequence

  3. Click Save to create the status

Status Categories Explained​

SendSquared uses three main status categories that affect how leads are handled:

Open Statuses​

  • Represent active leads still in progress
  • Appear in the active pipeline view
  • May require follow-up actions
  • Examples: "New Lead," "In Discussion," "Proposal Sent"

Won Statuses​

  • Represent successfully converted leads
  • Move leads to the "Won" section of reports
  • Typically trigger celebration or next steps
  • Examples: "Booked," "Contract Signed," "Deal Closed"

Lost Statuses​

  • Represent opportunities that didn't convert
  • When selected, prompt for a lost reason
  • Move leads to the "Lost" section of reports
  • Examples: "Declined," "No Response," "Chose Competitor"

Configuring Status Workflows​

Every lead type can have its own sequence of statuses, creating a customized workflow:

Setting Status Order​

  1. In the Lead Statuses screen, use the Order field to set the sequence
  2. Lower numbers appear earlier in the pipeline
  3. The same status can have different positions in different lead type workflows

Creating a Logical Progression​

When designing your status sequence, consider:

  • The natural flow of your sales process
  • Key decision points and milestones
  • Handoff points between team members
  • When follow-ups should occur

Managing Existing Statuses​

From the Lead Statuses screen, you can:

Edit a Status​

  1. Find the status you want to modify
  2. Click the Edit (pencil) icon
  3. Update the settings as needed
  4. Click Save to apply your changes

Deactivate a Status​

If you no longer need a status but don't want to delete it:

  1. Find the status you want to deactivate
  2. Toggle the Active switch to Off
  3. Confirm the deactivation when prompted

Deactivated statuses:

  • Won't appear in dropdown menus for new leads
  • Will still be visible on existing leads and in reports
  • Can be reactivated at any time

Delete a Status​

To permanently remove a status:

  1. Find the status you want to remove
  2. Click the Delete (trash) icon
  3. Confirm the deletion when prompted
caution

Deleting a status that has existing leads will leave those leads without a status. You'll need to update those leads with a new status. Consider deactivating instead of deleting if you have existing leads with this status.

Pipeline Visualization​

Lead statuses form the columns in your kanban board pipeline view:

  1. Navigate to Leads → Pipeline
  2. Select a lead type to view its pipeline
  3. Each column represents a status in the sequence you defined
  4. Leads move from left to right as they progress through your sales process
  5. Use the drag-and-drop interface to move leads between statuses

Automating Status Transitions​

You can set up automation rules based on status changes:

Automatic Follow-ups​

  1. Navigate to Automation → Lead Rules
  2. Create a rule triggered by a status change
  3. Define the follow-up action (email, task, notification)

Status-based Assignments​

  1. Configure rules to assign leads to specific team members based on status
  2. Automatically notify the team when a lead reaches a critical status
  3. Set SLA timers for response times at different statuses

Best Practices for Lead Statuses​

Create a Clear Progression​

  • Design statuses that follow a logical sequence
  • Make each status clearly distinct from others
  • Ensure the team understands when to move a lead to the next status

Balance Detail and Usability​

  • Include enough statuses to track key milestones
  • Avoid too many statuses that make the process cumbersome
  • Typically 5-8 statuses work well for most pipelines

Use Consistent Naming​

  • Create a naming convention for all statuses
  • Consider using action-oriented names ("Contacted" vs. "Contact")
  • Use similar status names across lead types where possible

Regular Review and Optimization​

  • Analyze which statuses have bottlenecks
  • Review conversion rates between statuses
  • Adjust based on team feedback and performance data

Example Status Workflows​

Here are example status workflows for different lead types:

Guest Reservation Lead Type​

  1. New Inquiry (Open) - Initial contact from potential guest
  2. Information Sent (Open) - Rate information and availability shared
  3. Follow-up (Open) - Actively engaging with the prospect
  4. Quote Sent (Open) - Formal reservation quote has been sent
  5. Holding (Open) - Tentative reservation, awaiting confirmation
  6. Booked (Won) - Reservation confirmed and deposit received
  7. Cancelled (Lost) - Reservation was booked but later cancelled
  8. Not Booked (Lost) - Inquiry did not result in a booking

Owner Prospect Lead Type​

  1. New Lead (Open) - Initial identification of potential property owner
  2. Initial Contact (Open) - First outreach made
  3. Meeting Scheduled (Open) - Property assessment planned
  4. Proposal Presented (Open) - Management offer shared
  5. Negotiation (Open) - Discussing terms and addressing concerns
  6. Contract Sent (Open) - Final agreement sent for signature
  7. Signed (Won) - Contract signed, property onboarding begins
  8. Lost (Lost) - Owner decided not to proceed

Reporting on Lead Statuses​

SendSquared provides several reports that utilize lead statuses:

  1. Navigate to Reports → Lead Reports
  2. Select from available reports like:
    • Conversion Rates by Status
    • Time in Status
    • Pipeline Value by Status
    • Status Transition Analysis

These reports help you understand:

  • Where leads typically get stuck
  • How quickly leads move through each status
  • Which statuses have the highest drop-off rates
  • The value of your pipeline at each stage

Next Steps​

After setting up your lead statuses, proceed to: